Job overview
We are seeking a Digital Health Records Scanning Coordinator who is detail-oriented, digitally proficient, and passionate about working for the NHS, to join our dynamic team and play a vital role in the digitisation of patient records.
In this role, you will be responsible for preparing, scanning, indexing, and quality-checking patient documents to ensure accurate and secure digital storage. This essential function ensures complete and precise patient information is available at the point of care.
Main duties of the job
- Prepare physical health records for scanning, including sorting, removing staples, and categorising documents.
- Operate desk top scanners and associated software to digitise patient records.
- Accurately index scanned documents into the Electronic Document Management System (EDMS).
- Perform quality assurance checks to ensure completeness, clarity, and accuracy of scanned records.
- Handle confidential patient information in accordance with GDPR and data protection policies.
- Collaborate with clinical and administrative teams to resolve discrepancies or missing information.
- Maintain scanning equipment and report technical issues promptly.
A good working knowledge of Digital Systems is desirable, but a flexible approach set against a fast moving environment is essential. We are looking for a well organised and motivated person, with a can-do attitude and a keen eye for detail to maintain a high quality digital patient record.
Potential applicants should ensure they evidence the skills listed above in their application.
Detailed job description and main responsibilities
Please refer to the job description attached.
If you have any questions about this position please do not hesitate to contact us.
Person specification
Skills
Essential
- Good keyboard and IT skills including knowledge of Microsoft Office – Word, Excel and Outlook
- Able to work to deadlines
- Knowledge of filing systems
- Excellent written and verbal communication skills
- Ability to work on own initiative and as part of a team
- Able to work in a pressurised environment
- Effective time management skills
- Ability to accept and manage change
Desirable
- Knowledge of NHS IT systems
Experience
Essential
- Evidence of substantial clerical experience, especially in relation to filing systems
- Experience and understanding of a Patient Administration System (PAS)
- Experience of an electronic Health Records tracking system
- Experience of an Electronic Document Management (EDM) System
- Previous experience of working in the NHS or similar organisation
Qualifications
Essential
- Good standard of education to include GCSE or equivalent in English and Maths
- NVQ 3 in Business Administration or equivalent level of knowledge and experience
- Experience working within a Health Records or similar setting
Desirable
- IT qualification or Experience using multiple different IT software packages.
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Applying for this NHS job
This advert is for Digital Health Records Scanning Co-ordinator with East Sussex Healthcare NHS Trust in St Leonards On Sea, South East, England. It is listed as a Band 3 Administrative and IT role. The advertised salary is £25,760 - £27,476 per annum, pro rata. The contract type is Permanent: up to. The application deadline is 23 Jul 2026.
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